Agenda 02/11/2014 Item #16E5 2/11/2014 16.E.5.
EXECUTIVE SUMMARY
Recommendation to ratify Property, Casualty, Workers' Compensation and
Subrogation claim files settled and/or closed by the Risk Management Director
pursuant to Resolution # 2004-15 for the first quarter of FY14.
OBJECTIVE: To gain approval from the Board of Commissioners for Property, Casualty,
Workers' Compensation and Subrogation claims settled under the authority of the Risk
Management Director during the first quarter of FY 14.
CONSIDERATIONS: Resolution 04-15 grants limited authority to the Risk Management
Director to settle certain damage claims against Collier County and to authorize the
payment of investigation and adjustment expenses as presented to the County's Risk
Management Program. Authority is delegated as follows:
Claim Type Delegated Authority
Bodily Injury Liability- Premises, Auto, Non-litigated claims less than $50,000
Operations
Non-litigated claims less than $75,000.
Property Damage Liability Claims- (Note- A $75,000 limit is sought due to high
Premises,Auto, Operations valued vehicles and the potential for multiple
vehicle accidents.)
Errors, Omissions, Professional Liability, Non-litigated claims less than $50,000
Employment Practices Liability
Property Losses to County Owned Full authority
Property
Full authority subject to the provisions of F.S.
Workers' Compensation 440 and subject to approval by the Judge of
Compensation as needed
Employer's Liability Non-litigated claims less than $50,000
Subrogation- Bodily Injury and Property Full authority to pursue non-litigated subrogation
Damage recoveries.
Subrogation-Workers' Compensation Full authority to pursue non-litigated subrogation
recoveries.
Pursuant to the Resolution, claims are settled and paid according to the loss verification
procedures contained in the Resolution which include the completion of claim forms,
documentation of evidence, valuation, and the determination of a finding of liability where
applicable. Closed claim files are also subject to review by the external auditor. A listing
of claim files closed during the first quarter of FY 14 is attached. The report may include
claims and/or settlements previously approved by the Board of Commissioners.
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2/11/2014 16.E.5.
A valid public purpose is served through the delegation of settlement authority to the Risk
Management Director to settle routine, administrative and minor claim matters in order to
promote the efficient use of resources; to promote the efficient administration of the
program; and to allow for a timely response to claimants and/or their representatives.
FISCAL IMPACT: Funds are budgeted and available in Fund 516-121650-645920
(Property and Casualty Self Insurance Fund) and 518-121630-645928 (Workers'
Compensation Fund) for the payment of covered claims and settlements. For the first
quarter of FY 2014, 65 claims were closed with total expenditures of $129,515.66.
During the same period, 30 subrogation claims were closed and the County recovered
$85,022.63.
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated
with this item.
LEGAL CONSIDERATIONS: This item has been approved as to form and legality and
requires majority vote for approval. — CMG
RECOMMENDATION: That the Board of County Commissioners accepts the attached
Settlement Report and ratifies the actions taken therein.
PREPARED BY: Jeff Walker CPCU, ARM, Director, Risk Management Department.
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2/11/2014 16.E.5.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.E.16.E.5.
Item Summary: Recommendation to ratify Property, Casualty, Workers' Compensation
and Subrogation claim files settled and/or closed by the Risk Management Director pursuant to
Resolution #2004-15 for the first quarter of FY14.
Meeting Date: 2/11/2014
Prepared By
Name: WalkerJeff
Title: Director-Risk Management,Risk Management
1/17/2014 4:48:25 PM
Approved By
Name: pochopinpat
Title:Administrative Assistant,Facilities Management
Date: 1/23/2014 10:43:46 AM
Name: GreeneColleen
Title: Assistant County Attorney,County Attorney
Date: 1/23/2014 11:18:34 AM
Name: PriceLen
Title: Administrator, Administrative Services
Date: 1/27/2014 4:11:23 PM
Name: KlatzkowJeff
Title: County Attorney
Date: 1/29/2014 11:46:20 AM
Name: PryorCheryl
Title: Management/Budget Analyst, Senior,Office of Manag
Date: 1/30/2014 2:32:06 PM
Name: OchsLeo
Title: County Manager, County Managers Office
Date: 2/4/2014 9:47:02 AM
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2/11/2014 16.E.5.
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STATE OF FLORIDA)
COUNTY OF COLLIER)
I, DWIGHT E. BROCK, Clerk of Courts in and for the
Twentieth Judicial Circuit, Collier County, Florida, do
hereby certify that the foregoing is a true and correct
copy of
Resolution 2004-15
WITNESS my hand and the official seal of the Board of
County Commissioners of Collier County, Florida, this 20th
day of January, 2004.
DWIGHT E. BROCK ,.
Clerk of Courts A# o 1
Ex-officio tot6rdz?15
County Commis8igls ±;� r
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By Linda Houtze � ,a
Deputy Clere'^�
DATE RECEIVED
JAN 2 0 2004
RISK MANAGEMENT
Packet Page-809-
2/11/2014 16.E.5.
RESOLUTION NO. 04- 15
RESOLUTION GRANTING LIMITED AUTHORITY TO THE RISK MANAGEMENT
DIRECTOR TO SETTLE CERTAIN DAMAGES CLAIMS AGAINST COLLIER
COUNTY AND TO AUTHORIZE THE PAYMENT OF INVESTIGATION AND
ADJUSTMENT EXPENSES AS PRESENTED TO THE COUNTY'S RISK
MANAGEMENT PROGRAM.
WHEREAS, Collier County Government,through the Risk Management
Department, operates a risk management program as permitted pursuant to Florida
Statutes 768.28 for the purpose of financing, preventing and controlling various types
of losses and the claims resulting from same; and
WHEREAS, the management of these losses and resultant claims may involve
the coordination of Workers' Compensation, Property, Liability,Automobile, Aviation
and other lines of insurance and/or self-insurance programs; and
WHEREAS,the Board of Commissioners approves annually in public session the
retention of various portions of these losses in the form of self-insured retentions, large
deductibles or maintenance deductibles, by whatever name called, all of which involve
the expenditure of public funds; and
WHEREAS,the Board has approved the creation of various Self-insurance Funds
as part of its budgeting process; and
WHEREAS, the Risk Management Director is responsible for the day-to-day
management of these Funds; and
WHEREAS, it is the Board's intention to delegate to the Risk Management
Director the authority to settle claims matters in order to promote the efficient use of
resources; to promote the efficient administration of the program; and to allow for a
timely response to claimants and/or their representatives; and
WHEREAS,the Board finds that the limited delegation of settlement authority to
the Risk Management Director serves a valid public purpose;
NOW,THEREFORE BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF COLLIER COUNTY, FLORIDA that:
The Risk Management Director, or his designee, shall have the authority to
investigate and settle claims made against the County and presented to the Risk
Management Program as follows:
Definitions:
Action (Cause of Action)-An Action shall mean a written complaint filed in a court
of law of Florida, any other state,or the United States.
Adjuster-An individual representing the County, an insurance carrier and/or the
insured and acting on their behalf to determine the applicability of coverage;the
amount of a loss; and the liability of the County.
Claim-A demand for benefits as a result of damages made by a Claimant and/or
their representative and as may be provided by a policy of insurance or self-
insurance program. A Claim may include a written notice of demand and intent
to sue as defined by Florida Statutes 768.28 and as required precedent to the
filing of any Action.
Damages-The amount required to pay for a loss.
Deposition-A sworn statement of a witness or other party in a judicial proceeding.
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Excess(Insurance)Carrier(Policy)- An insurance carrier, either on an admitted
or non-admitted basis,who underwrites coverage on the basis of an excess of a
self-insured retention.
Employer's Liability-Coverage against common law liability of an employer for
accidents to employees, as distinguished from liability imposed by a Workers'
Compensation law.
First Party-The Collier County Board of Commissioners, its Divisions,
Departments, employees, Boards, Authorities and all other parties who derive
their authority to operate from the Board of Commissioners. First Party shall
also include participating Constitutional Agencies and their operations.
Loss Adjustment Expenses- Expenses incurred to investigate and settle losses.
Mediation-An informal means of trying to promote settlement of a dispute. It
involves a third-party mediator who meets the parties to the dispute arid tries to
get them to agree on a settlement.
Plaintiff-The term "Plaintiff'as used herein may refer to a party who has asserted
a Claim, also sometimes referred to as a"Claimant".
Policy-The written contract effecting insurance, or the certificate thereof, by
whatever name called, and including all clause, riders, endorsements, and
papers attached thereto and made a part thereof.
Property Loss-Loss to the insured's property by reason of a covered peril.
Purchasing Policy-The Collier County Purchasing Policy as approved by the
Board of Commissioners.
Risk Management(Program)—The management of the pure risks to which a
company might be subject. It involves analyzing all exposures to the possibility
of loss and determining how to handle these exposures through such practices
as avoiding the risk, retaining the risk, reducing the risk, or transferring the risk,
usually by insurance.
Self-insured Retention- That portion of damages and loss adjustment expenses
related to an occurrence which are paid by the insured under an excess
insurance policy.
Settle/Settlement-Agreement to dispose of a Claim between an alleged injured
party and an alleged party at fault, typically to include the payment of
consideration, and including the execution of any associated settlement
agreements.
Subrogation-The right to recover from a third party the amount paid under an
insurance policy or retained loss.
Errors and Omissions-Coverage for liability resulting from errors or omissions in
the performance of professional duties and includes the acts of public officials.
Workers'Compensation(Act)-Chapter 440 of the Florida Statutes which
establishes the Florida Workers'Compensation Act and includes a system of
wage replacement benefits for and medical treatment of compensable work-
related injuries and occupational diseases, as well as the Administrative
Procedures governing the administration of the Act.
Claims Against Collier County
1) Bodily Injury Liability Claims-The Risk Management Director shall have the
authority to settle Claims that do not exceed$50,000 inclusive of Plaintiff's
attorney's fees, damages and expenses but exclusive of Loss Adjustment
Expenses. Claims wherein a Cause of Action has been filed shall require
settlement approval by the Board of Commissioners.
2) Property Damage Liability Claims-The Risk Management Director shall have
the authority to settle Claims that do not exceed$75,000 inclusive of Plaintiff's
attorney's fees, damages and expenses but exclusive of Loss Adjustment
Expenses. Claims wherein a Cause of Action has been filed shall require
settlement approval by the Board of Commissioners.
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3) Errors and Omissions, Professional, Public Officials Claims- The Risk
Management Director shall have the authority to settle Claims that do not exceed
$50,000 inclusive of attorney's fees, damages and expenses but exclusive of
Loss Adjustment Expenses. Claims wherein a Cause of Action has been filed
shall require settlement approval by the Board of Commissioners.
All settlements shall be subject to the Loss Verification and Expense Procedures
contained herein.
Property Losses Including Automobile Physical Damage(First Party)
The Risk Management Director shall have the authority to authorize the'payment
of property Claims to County owned property pursuant to the terms of coverage
and subject to the Loss Verification and Expense Provisions contained herein.
Workers' Compensation Claims
1) Workers'Compensation (exclusive of Employer's Liability)-Due to the
administrative nature of Workers' Compensation Claims,the Risk
Management Director shall have the authority to settle Claims issues,
including petition for benefits issues, medical, indemnity, and impairment
benefit issues including medical and indemnity washouts pursuant to Florida
Statutes Chapter 440, subject to the final approval of the Judge of
Compensation Claims, if applicable.
2) Employer's Liability-The Risk Management Director shall have the authority to
settle Claims that do not exceed$50,000 inclusive of plaintiff's attorney's fees,
damages and expenses but exclusive of Loss Adjustment Expenses. Claims
wherein a formal Cause of Action has been filed shall require settlement
approval by the Board of Commissioners.
Subrogation
1) Bodily Injury and Property Damage Claims-The Risk Management Director
shall have the authority to pursue rights of subrogation on the County's behalf
for damages incurred by the County and may enter into agreement to settle
such Claims unless a Cause of Action is required to enforce the County's
subrogation rights. If a Cause of Action is required, approval by the Board of
Commissioners shall be required to bring such Action and the Board of
Commissioners must approve settlement.
2) Workers'Compensation Claims-The Risk Management Director shall have
the authority to pursue liens and/or rights of subrogation on the County's
behalf for expenses incurred by the County which are caused by a third party.
The Risk Management Director may approve an agreement to settle such
liens or Claims unless a Cause of Action is required to enforce a matter. If a
Cause of Action is required, approval by the Board of Commissioners shall be
required to bring such Action and the Board of Commissioners must approve
settlement.
Loss Adjustment Expenses
The Risk Management Director shall have the authority to authorize the payment
of Loss Adjustment Expenses necessary to investigate and settle Claims brought
against the County. Such expenses shall include but not be limited to the cost to
retain experts, pay records expenses, pay filing fees and costs, pay the costs of
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depositions, procure private investigation services, perform records reviews and ,4
searches, procure bill review services, procure appraisals, and procure other
expenses necessary to investigate, authenticate, or evaluate a Claim made
against the County. The Board of Commissioners waives the Collier County
Purchasing Policy as to these expenditures but such shall be subject to the Loss
Verification and Expense Provisions contained herein. Loss Adjustment
Expenses shall not include the hiring or retaining of outside counsel to represent
the Board or individual employees named in a Cause of Action. The hiring of
outside counsel shall be subject to the approval of the Office of the County
Attorney and the Board of Commissioners.
Loss Verification and Expense Provisions
•
The Risk Management Director shall document each Claim file with the following
documents and records to support the settlement of Claims and/or the finding of
negligence on the part of the Board of Commissioners to support the settlement
of claims as permitted pursuant to this Resolution.
1) The completion of a Claim Form.
2) The completion of an investigation form including witness statements,
collection of evidence, pictures, diagrams, etc.
3) The collection of necessary documentation to approximate the value of the
loss.
4) A written recommendation by the Risk Management staff member or the
contracted Adjuster performing the investigation as to the issue of liability,
Claim valuation, economy and efficiency, and or other reasons for the
recommendation to settle within recommended amounts.
5) A written recommendation by legal counsel, in the case of proposed
liability claims settlements in excess of$25,000.00, outlining the
parameters for settlement.
6) A Closed File report will be presented to the Board on a quarterly basis as
a Consent Agenda item to apprise the Board of settlements approved
during the preceding quarter.
The approval of Loss Adjustment Expenses shall be subject to the following
provisions:
1) The Risk Management Director may approve the purchase of specialty
services procured from vendors utilized by the Adjusting Company for their
clients and when performed on the County's behalf to evaluate a Claim.
The Adjusting Company shall disclose the estimated cost to provide the
service prior to approval. The Risk Management Director may evaluate the
cost/benefit of using same when evaluating the decision to settle a Claim.
2) If a service, document or thing is available from a single source, the
payment of fees shall be permitted if such service, document or thing is
necessary to authenticate the Claim. The Risk Management Director may
evaluate the cost/benefit of this expenditure when evaluating the decision
to settle a Claim.
3) The Risk Management Director may approve Loss Adjustment Expenses
when the expertise or availability in a given area of expertise or service is
determined by the Adjuster and the Risk Management Director to be
narrow or limited or the availability of such service is limited due to
geography and such expense is determined to be necessary to
authenticate and evaluate the Claim. The Risk Management Director may
evaluate the cost/benefit of this expenditure when evaluating the decision
to settle a Claim.
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4) If the County has exceeded its Self-insured Retention or has exceeded the
notification requirements for an Excess Carrier as to the Self-insured
Retention for a given Claim,the Risk Management Director,through the
Adjusting Company shall coordinate the approval of expenditures with the
Excess Carrier so as not to jeopardize the repayment of Reinsurance
Funds.
5) The purchase of outside legal counsel services shall require the approval
of the Office of the County Attorney and the Board of Commissioners.
Settlement Documents
The Risk Management Director,through the County's adjusting company and the
Office of the County Attorney, shall prepare settlement and release documents for use
in the settlement of non-litigated matters. Such documents shall be executed by the
Risk Management Director upon settlement of the Claim in question, pursuant to the
provisions of this Resolution. A copy of the standard form settlement document in
blank is attached as Exhibit 1 and is approved as part of this Resolution.
Delegation of Authority
The Risk Management Director may, at his/her discretion, delegate this authority in
part or in full on a temporary basis to a member of his/her staff or on a temporary,
limited basis to the County's contracted adjusting company in the event of availability,
schedule conflict, or other conflict. Such delegation may include attendance at
mediation, arbitration, and/or trial. However, all settlement and release documents
must be executed by the Risk Management Director.
This Resolution adopted after motion, second and majority vote, favoring same.
DATE: H3 - , 2004 BOARD OF COUNTY COMMISSIONERS
„,,,�,,,�; COLLIER COUNTY, FLORIDA
ATTEVI 3t}h,
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Ddv'tt graeK�f� -yK By:•
F. -1 f :17-1 : i-l3-ay , CHAIRMAN
By:' /� .•�'"�-,;
Dt-4177 Eitlk
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY: /� ¢--
By: �'/ �,'v`✓/
Michael W. Pettit
Chief Assistant County Attorney
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